Interpretation of the Measures for the Management of Electronic Archives (VI): Preservation and Disposal of Electronic Archives

Decree No. 22 of the National Archives Administration, the "Measures for the Management of Electronic Archives," officially took effect on November 1. To help everyone deeply understand the specific intent of the provisions, the scope of implementation, and practical operations of the "Measures," we have specially prepared a series of short articles interpreting and analyzing the "Measures for the Management of Electronic Archives." Today, we will continue to discuss "Chapter 5 of the Measures for the Management of Electronic Archives: information system construction, backup management, conversion and migration, appraisal, and destruction.

Chapter 5 specifies in detail the requirements for electronic archives in custody and disposal, emphasizing the standards for information system construction, backup management, conversion and migration, appraisal, and destruction to ensure the long-term preservation and security of electronic archives.

Article 24 - Construction of electronic archive management systems

Article 24 requires government agencies, organizations, enterprises, and public institutions to build electronic archive management information systems that comply with national standards and to connect them with their office automation systems and business systems. This requirement ensures interoperability between systems and simplifies the management, storage, and utilization of electronic archives.

Archives need to build application systems supporting multiple functions such as electronic archive receipt, storage, and backup, to address diverse processing needs after archive receipt and ensure unified management, flexible access, and secure backup of archive data.

Article 25 - Centralized management of digital resources of electronic archives

Article 25 stipulates the unified management of electronic archives and other digitized archive resources. National archives need to achieve centralized management through infrastructure such as dedicated local area networks and storage devices.

This clause ensures the security and stability of electronic archive data and facilitates unified allocation and maintenance of archive resources.

Article 26 - Multi-media backup and periodic testing

Article 26 emphasizes backup strategies for electronic archives, requiring organizations to use at least two media types (such as magnetic media, optical media, and microfilm) to store three complete data sets (including one set for online application and two backup sets). This strategy ensures multi-layered protection of data across different media. The clause also requires periodic testing of the readability of electronic archives, the storage environment, and media integrity, with timely handling of any issues found, to prevent data loss or damage.

This provision is of great significance for the long-term preservation of electronic archives, effectively addressing archive storage risks brought by media aging and technological replacement.

Article 27 - Off-site backup and disaster backup systems

Article 27 proposes the construction of off-site backup and disaster backup systems for important electronic archives, and encourages qualified archives to build backup centers. National archives can provide backup services for other organizations. This provision aims to improve the recovery capability of electronic archives in emergencies, reduce the impact of catastrophic events on archive data, and thereby improve the security and durability of archive data.

Article 28 - Standardization of conversion and migration

Article 28 sets explicit requirements for the conversion and migration of electronic archives, requiring technical analysis, risk assessment, and retention of operation records. The converted and migrated data must also pass authenticity, integrity, usability, and security checks. This clause addresses the archive migration needs arising from technological upgrades and storage system upgrades, ensuring that archives retain their original archival attributes and value after conversion and migration.

Article 29 - Appraisal and update of retention periods

Article 29 requires regular appraisal of electronic archives that have reached their retention period, and re-designation of retention periods for archives that need to be kept longer.

This clause ensures the reasonableness and accuracy of archive retention periods, avoids improper handling of archives due to inappropriate retention periods, and safeguards the use value and long-term preservation of archives.

Article 30 - Approval and Records for the Destruction of Electronic Archives

Article 30 stipulates the destruction procedures for electronic archives, requiring approval procedures to be fulfilled, all data on all storage media to be thoroughly deleted, and records to be kept of the scope, quantity, reviewer, operator, and other information of the destruction.

The thoroughness of destruction and the strict approval process ensure the standardization and security of archive management, prevent unauthorized access to or leakage of data, and protect the security and privacy of archives.

Summary

Chapter 5 focuses on ensuring the safety and standardization of electronic archives throughout the entire process from custody to final destruction.

Through strict requirements for management system construction, backup, detection, conversion, migration, appraisal, and destruction, ensure that electronic archives maintain security, authenticity, and usability throughout their entire lifecycle.

These measures effectively address the risks brought by technological iteration and aging storage media, and are necessary means for achieving long-term secure management of electronic archives.

Source: internet

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